Administrative Support Assistant

Job Title

Quality Management/Process Improvement Duties

Job Description

Coordinates the Quality Management/Process Improvement (QM/PI) duties involving the planning, development, and direction of all (QM/PI) functions related to Pharmacy Service by collecting and compiling monthly data from various sources to be submitted to the Chief, Pharmacy Service. Assigned special projects by the Chief and Associate Chief, Pharmacy Service, which will entail research that utilizes multiple resources to obtain data and statistical information, compiling this data in an applicable format. Responsible for dealing with patient and employee complaints, including face-to-face, written, or telephonic, by communicating with members of the health care team, personnel from other services, patient advocates, and patients and their families. Ensures that the complaint or problem is resolved in a timely and tactful manner to meet customer requirements. Personally handles inquiries from personnel and patients, some of which will include research or technical knowledge. Performs liaison duties between Pharmacy Service and subordinates in other services of the facility including oral and written instructions to pharmacists, technicians, nursing staff, clerical personnel, or staff from other services.

Serves as the primary human resource coordinator for Pharmacy Service. Acts as liaison between Pharmacy Service and Human Resource Management Service, with responsibility for completing personnel actions, scheduling interviews, updating organizational charts, manpower lists and cascade call back rosters. Responsible for the submission of performance appraisals and competencies to the supervisors for completion, and maintaining the six-part employee folders. Organizes and updates performance standards, position descriptions, and functional statements for the service. Coordinates and assigns quality reviews amongst the pharmacists on a monthly and random basis, reviews the forms before submission, and reports the results electronically. Maintains FPPE/OPPE electronic folders on all privileged pharmacists to assure compliance by reviewing data, running specialized reports and compiling information. Acts as the primary liaison between Pharmacy Service and Credentialing, working closely with the Credentialing staff in the application and implementation of scopes of practice for pharmacists. Responsible for coordinating pharmacy orientation for new employees, residents, and students to include training, computer access, and distribution of applicable forms Prepares and submits internal and external reports in final format within the designated time period for Pharmacy Service in accordance with established policies and procedures. Reports include compiling medication ward inspection sheets by noting discrepancies and the action taken and the non-formulary report, which are reported to the Pharmacy and Therapeutics (P&T) Committee. Responsible for the P&T agenda, meeting minutes, attachments, and download of information from the Institute for Safe Medication Practice (ISMP). Designated as IFCAP FCP Official. Designated as a backup ADPAC. Responsible for maintaining and updating the Pharmacy Share Point site. Designated as an approving official for the Government Purchase Card As a designated approving official or alternate approving official the incumbent is responsible for meeting the standards for documentation, reconciliation, and approval of the purchase cards as set forth by VA Handbook 1730.1. As mandated by VACO and VISN17, approving officials and alternate approving officials will be held accountable for the following:

1. Monitoring the cardholder to ensure that purchase card payment transactions are reconciled within fourteen (14) calendar days of receipt of IFCAP Purchase Card message.
2. Monitoring all assigned cardholders.
3. Certifying all procurements is legal and proper and that all items are received. Certifying all transactions made by the cardholder, assuring applicable documentation is maintained and questioning any discrepancies.
4. Certifying reconciled payment charges in IFCAP within fourteen (14) calendar days of reconciliation by cardholder.
5. Ensuring that all Federal, VA and local acquisition regulations are followed.
6. Completing reconciliations for pending orders for employees who transfer out of service or are on annual leave.
7. Review cardholder purchase activity, documenting and correcting any discrepancies.
8. Ensure cardholders maintain all supporting purchase order documents.
9. Attending a refresher training session on the Government Purchase Card program. Mandatory attendance is required every two years, or earlier, at the discretion of the facility.

Work Schedule: Monday - Friday, 8:00am - 4:30pm

Virtual: This is not a virtual position.

Position Description/PD#: Administrative Support Assistant/674-013580

Relocation/Recruitment Incentives: Not Authorized

Critical Skills Incentive (CSI): Not Approved

Permanent Change of Station (PCS): Not Authorized